How to organise a barista workshop

A successful barista workshop depends on more than booking an espresso machine. Start by confirming the venue, setting a registration deadline and checking how many workstations the room can support. Then arrange coffee, catering and dietary information before preparing the equipment and handouts. On the day, allow enough time to set up tables, grinders, scales and chilled milk before participants arrive, so the workshop can start with the introduction rather than a last-minute equipment check.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm the workshop venue
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Order coffee delivery
6
Order catering
7
Make reservations
8
Send participant information
9
Check the coffee equipment
2 people
10
Do the shopping
2 people
11
Portion coffee beans
12
Prepare materials
2 people
13
Print participant list
14
Set up workstations
2 people
15
Set up tables
2 people
16
Set up coffee equipment
2 people
17
Set out milk chilled
18
Lay out worksheets and handouts
19
Prepare tasting coffee
2 people
20
Set up the reception table

Event

21
Receive participants
2 people
22
Serve coffee and tea
2 people
23
Give the workshop introduction
24
Explain the coffee beans and grind
25
Demonstrate espresso
26
Have participants make espresso
3 people
27
Serve coffee and pastries
2 people
28
Demonstrate frothing milk
29
Have cappuccinos prepared
3 people
30
Refill drinks
31
Demonstrate latte art
32
Practice latte art
3 people
33
Guide the coffee tasting
2 people
34
Serve savory snacks
2 people
35
Lead the closing and Q&A session

Aftercare

36
Switch off coffee equipment
2 people
37
Cool remaining products
38
Wash dishes
2 people
39
Clean workstations
2 people
40
Collect waste
41
Put tables and chairs back
2 people
42
Store equipment dry
2 people
43
Return borrowed items
44
Leave venue clean
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Work tablesqty 6
Participant chairsqty 30
Presentation table
Reception desk
Waste binsqty 3

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 2
Digital scalesqty 6
Barista workstation matsqty 6
Milk thermometersqty 6
Shot glassesqty 12

Kitchen

Milk jugsqty 12
Tamper Matsqty 6
Coffee scoopsqty 6
Coffee spoonsqty 30
Measuring cupsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Dessert platesqty 36
Pastry forksqty 36
Serving boardsqty 6
Coffee potsqty 3

Catering

Thermos flasksqty 3
Water jugsqty 3
Coolersqty 2
Serving plattersqty 6
Roast coffee beansqty 6
Name badgesqty 30
Workshop handoutsqty 30
Groceries

Cleaning

Microfiber clothsqty 12
Dish brushesqty 3
Cleaning glovesqty 4

Tips

Confirm the room layout at least one week before the workshop. Plan one workstation per small group, with a work table, chairs, an espresso machine, grinder, scale, mat and milk jug within easy reach.
Set a firm registration deadline, then send participant information at least three days before the workshop. Include the start time, venue details, dietary requirements deadline and anything participants need to bring.
Order roast coffee beans and arrange delivery early enough to portion them before the session. Weighing beans in advance prevents queues when you explain grind size, extraction and espresso preparation.
Check every espresso machine, grinder, kettle, digital scale and milk thermometer before the event, not when guests arrive. Test the equipment with the coffee you will use and keep spare serving space for used cups and grounds.
Prepare the reception table, participant list, worksheets, tasting coffee and refreshments before opening the door. Keep milk chilled in coolers, fill water jugs and thermos flasks, and place waste bins where each workstation can reach one.

Frequently asked questions

How far in advance should I organise a barista workshop?: Confirm the venue and equipment at least 3–4 weeks ahead, especially if espresso machines and grinders need to be hired. Send invitations as soon as the date and capacity are fixed, and close registrations about 7 days before the workshop.
How many workstations do I need for a barista workshop?: Plan one workstation for every 2–4 participants, depending on how much hands-on practice is included. Each station should have access to an espresso machine, grinder, digital scale, tamper mat, milk jug, shot glasses and waste space.
How much coffee should I order for a barista workshop?: Base the order on the planned tasting and espresso demonstrations, then add at least 20% extra for practice shots and spillage. Portion the beans before participants arrive so the workshop does not lose time weighing coffee between exercises.
When should I set up a barista workshop?: Begin room and equipment setup at least 90 minutes before participant arrival. Reserve the final 30 minutes for testing espresso, chilling milk, preparing tasting coffee, laying out handouts and checking the reception table.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.